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About the Agent
License Audit and Optimization Agent, developed by ZBrain, is an intelligent enterprise solution designed to ensure that software license investments align with actual business usage. As organizations scale and adopt a diverse range of software across departments, license sprawl and inefficiencies become increasingly common. This agent provides centralized visibility into license utilization, aggregating usage data across systems and functions to identify inactive, underutilized, or misallocated licenses. It empowers IT, procurement, and finance teams with real-time, actionable insights to drive informed decisions around software spend and compliance.
Technically, the agent integrates with both structured APIs and unstructured data sources such as manual usage reports or departmental logs to build a consolidated license usage profile. It performs automated audits by comparing active entitlements against real usage patterns, user roles, and access frequency. The system flags discrepancies—such as users with premium licenses but low activity—and correlates them with organizational structures to recommend optimization strategies. These may include license downgrades, reallocations, removals, or consolidations. Built-in compliance logic also verifies adherence to vendor licensing terms, helping prevent audit risks and overage penalties.
With continuous monitoring and a human-in-the-loop feedback loop, the agent adapts its recommendations based on organizational priorities and evolving usage behavior. IT and procurement teams can review suggestions, adjust thresholds, and feed outcomes back into the system for ongoing refinement. The benefits are significant: reduced software costs, improved license hygiene, and more strategic vendor management. By ensuring that software entitlements reflect real business needs, the License Audit and Optimization Agent becomes a key component of any enterprise’s digital cost optimization and governance strategy.
Accuracy
TBD
Speed
TBD
Input Data Set
Sample of data set required for License Audit and Optimization Agent:
License Inventory List
| License ID | Product Name | Vendor | Total Seats | Assigned Seats | Cost/Seat | Renewal Date |
|---|---|---|---|---|---|---|
| MS-O365-E5 | Office 365 E5 | Microsoft | 500 | 482 | $35.00 | 2025-09-15 |
| ADOBE-CC | Creative Cloud | Adobe | 150 | 147 | $79.99 | 2025-07-21 |
| SFDC-ENT | Salesforce Enterprise | Salesforce | 200 | 187 | $150.00 | 2025-12-01 |
| ATLASSIAN-JIRA | Jira Premium | Atlassian | 250 | 213 | $14.00 | 2025-08-30 |
| ZOOM-BUS | Zoom Business | Zoom | 350 | 321 | $19.99 | 2026-01-15 |
Department License Allocations
| Department | MS-O365-E5 | ADOBE-CC | SFDC-ENT | ATLASSIAN-JIRA | ZOOM-BUS |
|---|---|---|---|---|---|
| Finance | 85 | 0 | 15 | 25 | 45 |
| HR | 45 | 5 | 10 | 15 | 40 |
| IT | 67 | 0 | 10 | 75 | 60 |
| Marketing | 95 | 95 | 35 | 28 | 65 |
| Operations | 120 | 0 | 17 | 45 | 75 |
| Sales | 70 | 12 | 100 | 25 | 36 |
| Design | 0 | 35 | 0 | 0 | 0 |
System Login Data (Last 90 Days)
| User ID | License | Department | Login Count | Last Login |
|---|---|---|---|---|
| U001 | MS-O365-E5 | Finance | 87 | 2025-05-06 |
| U002 | MS-O365-E5 | Finance | 62 | 2025-05-07 |
| U003 | MS-O365-E5 | HR | 41 | 2025-05-02 |
| U004 | MS-O365-E5 | HR | 0 | 2025-02-12 |
| U005 | ADOBE-CC | Marketing | 79 | 2025-05-07 |
| U006 | ADOBE-CC | Sales | 4 | 2025-04-15 |
| U007 | SFDC-ENT | Sales | 91 | 2025-05-07 |
| U008 | SFDC-ENT | Sales | 0 | 2025-01-23 |
| U009 | ZOOM-BUS | IT | 52 | 2025-05-06 |
| U010 | ATLASSIAN-JIRA | IT | 87 | 2025-05-07 |
Application Feature Usage Logs
| User ID | License | Feature | Access Count | Last Used |
|---|---|---|---|---|
| U001 | MS-O365-E5 | Excel | 243 | 2025-05-07 |
| U001 | MS-O365-E5 | Word | 56 | 2025-05-05 |
| U001 | MS-O365-E5 | PowerPoint | 21 | 2025-04-28 |
| U001 | MS-O365-E5 | Teams | 157 | 2025-05-07 |
| U001 | MS-O365-E5 | Power BI | 0 | Never |
| U005 | ADOBE-CC | Photoshop | 189 | 2025-05-07 |
| U005 | ADOBE-CC | Illustrator | 142 | 2025-05-06 |
| U005 | ADOBE-CC | InDesign | 76 | 2025-05-01 |
| U005 | ADOBE-CC | Premiere Pro | 0 | Never |
| U006 | ADOBE-CC | Photoshop | 12 | 2025-04-15 |
| U006 | ADOBE-CC | Other CC Apps | 0 | Never |
Deliverable Example
Sample output delivered by the License Audit and Optimization Agent:
| Metric | Current | Optimized | Savings/Improvement |
|---|---|---|---|
| Total Annual License Cost | $839,940.00 | $695,846.30 | $144,093.70 (17.2%) |
| Total Seats | 1,450 | 1,138 | 312 (21.5%) |
| License Utilization | 74.3% | 94.8% | 20.5% increase |
| Average Cost per Active User | $768.34 | $611.46 | $156.88 (20.4%) |
| Compliance Risk Level | Medium | Low | Significant reduction |
| Renewal Negotiation Leverage | Limited | Substantial | Improved position |
2. Financial Impact Analysis
| License Type | Current Annual Cost | Potential Annual Savings | Savings (%) | Savings Source |
|---|---|---|---|---|
| MS-O365-E5 | $210,000.00 | $34,825.00 | 16.6% | 27 inactive licenses, 38 downgrades to E3, 18 unassigned |
| ADOBE-CC | $143,982.00 | $23,197.10 | 16.1% | 9 inactive licenses, 17 downgrades to single app, 3 unassigned |
| SFDC-ENT | $360,000.00 | $58,500.00 | 16.3% | 11 inactive licenses, 15 downgrades to standard, 13 unassigned |
| ATLASSIAN-JIRA | $42,000.00 | $10,780.00 | 25.7% | 18 inactive licenses, 22 low-usage reclamations, 37 unassigned |
| ZOOM-BUS | $83,958.00 | $16,791.60 | 20.0% | 24 inactive licenses, 31 participant-only downgrades, 29 unassigned |
| TOTAL | $839,940.00 | $144,093.70 | 17.2% | 312 total optimization opportunities identified |
3. License Utilization Analysis
| License ID | Total Seats | Assigned | Unassigned | Never Used | Inactive (90+ days) | Low Usage | Optimal Usage | Utilization Score |
|---|---|---|---|---|---|---|---|---|
| MS-O365-E5 | 500 | 482 | 18 | 12 | 27 | 38 | 405 | 81.0% |
| ADOBE-CC | 150 | 147 | 3 | 5 | 9 | 17 | 116 | 77.3% |
| SFDC-ENT | 200 | 187 | 13 | 8 | 11 | 15 | 153 | 76.5% |
| ATLASSIAN-JIRA | 250 | 213 | 37 | 11 | 18 | 22 | 162 | 64.8% |
| ZOOM-BUS | 350 | 321 | 29 | 15 | 24 | 31 | 251 | 71.7% |
4. Immediate Action Items
| Priority | License Type | Issue | Action | Affected Users | Monthly Savings | Implementation Complexity |
|---|---|---|---|---|---|---|
| Critical | MS-O365-E5 | Terminated employee (U004) | Reclaim license | 1 | $35.00 | Low |
| Critical | SFDC-ENT | Long-term absence (U008) | Suspend license | 1 | $150.00 | Low |
| High | ADOBE-CC | No login >90 days | Reclaim licenses | 9 | $719.91 | Low |
| High | MS-O365-E5 | No Power BI or advanced features | Downgrade to E3 | 38 | $570.00 | Medium |
| Medium | ATLASSIAN-JIRA | Multiple inactive accounts | Review and reclaim | 18 | $252.00 | Medium |
| Medium | ZOOM-BUS | Participant-only usage | Downgrade to basic | 31 | $619.69 | Medium |
5. Department-Level Optimization
| Department | Over-licensed Applications | Recommendation | Annual Savings | Implementation Timeline | Business Impact |
|---|---|---|---|---|---|
| Sales | Adobe CC (12 licenses, low usage) | Reduce to 3 licenses | $8,639.88 | Immediate | Minimal - validated low usage |
| HR | MS-O365-E5 (7 inactive licenses) | Reclaim 7 licenses | $2,940.00 | 0-30 days | None - accounts inactive |
| Operations | MS-O365-E5 (22 underutilized) | Downgrade 22 to E3 | $3,960.00 | 30-60 days | None - features unused |
| Marketing | SFDC-ENT (low feature usage) | Downgrade 15 to Standard | $11,250.00 | 60-90 days | Low - requires training |
| IT | ATLASSIAN-JIRA (excess licenses) | Reclaim 12 licenses | $2,016.00 | 0-30 days | None - licenses unused |
6. Feature Utilization Insights
| License Type | Feature | Utilization Rate | Recommendation |
|---|---|---|---|
| MS-O365-E5 | Power BI | 23% | Consider selective licensing |
| MS-O365-E5 | Advanced Security | 35% | Assess security requirements |
| MS-O365-E5 | Phone System | 12% | Evaluate telephony needs |
| ADOBE-CC | Premiere Pro | 14% | Review video editing requirements |
| ADOBE-CC | After Effects | 8% | Consider single-app licenses |
| SFDC-ENT | Advanced Analytics | 17% | Assess reporting needs |
| SFDC-ENT | Workflow Automation | 28% | Identify power users for targeted training |
7. User Behavior Patterns
| Pattern | Affected Licenses | Recommendation | Business Impact |
|---|---|---|---|
| Seasonal Usage | 47 various licenses | Implement license pooling | Medium savings potential |
| Role-based Over-licensing | 76 premium licenses | Align licenses with role requirements | High savings potential |
| Terminated Employee Access | 12 active licenses | Improve offboarding processes | Critical compliance issue |
| Duplicate Accounts | 9 instances | Consolidate to single accounts | Moderate savings |
| License Hoarding | 42 inactive accounts | Implement usage monitoring | Significant waste reduction |
8. License Optimization Roadmap
| Phase | Timeline | Actions | Expected Savings | Complexity |
|---|---|---|---|---|
| Phase 1: Immediate Recovery | 0-30 days | Reclaim inactive/terminated licenses | $32,580.00 | Low |
| Phase 2: Tier Optimization | 31-60 days | Downgrade underutilized premium licenses | $58,476.70 | Medium |
| Phase 3: Contract Renegotiation | 61-90 days | Leverage usage data for better terms | $21,614.00 | Medium |
| Phase 4: License Pooling | 91-180 days | Implement shared license model for seasonal usage | $31,423.00 | High |
9. Compliance & Risk Assessment
| Category | Finding | Risk Level | Recommendation | Timeline |
|---|---|---|---|---|
| Security | 27 inactive MS-O365-E5 accounts with access | High | Implement automatic suspension after 60 days | Immediate |
| Financial | Current license overspend: $144,093.70 annually | High | Execute optimization roadmap | 0-180 days |
| Compliance | Terminated employee retains active license | Critical | Revise offboarding process | Immediate |
| Audit | License usage documentation gaps | Medium | Implement continuous monitoring | 30-60 days |
| Vendor Management | License renewal for Adobe CC in 75 days | Medium | Renegotiate based on actual usage | 30-60 days |
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